All agencies must prepare their Annual FOIA Report in accordance with the outline and templatepresented below, and must report data both for each principal component of the agency and for the agency overall. Instructions and guidance points are included beneath each template heading.

I.Basic Information Regarding Report

1.Provide name, title, address, and telephone number of person(s) to be contacted with questions about the Report.

Renee Barley

FOIA Officer

Office of the General Counsel

Court Services and Offender Supervision Agency

633 Indiana Avenue, NW

Room 1220

Washington, DC20004

(202) 220-5355

2.Provide an electronic link for access to the Report on the agency Web site.

2.Provide a brief description of why some requests are not granted and an overview of certain general categories of the agency’s records to which the FOIA exemptions apply.

III.Acronyms, Definitions, AND EXEMPTIONS

1.Provide any agency-specific acronyms or terms used in this Report.

2.Include the following definitions of terms used in this Report:

a.Administrative Appeal – a request to a federal agency asking that it review at a higher administrative level a FOIA determination made by the agency at the initial request level.

b.Average Number– the number obtained by dividing the sum of a group of numbers by the quantity of numbers in the group. For example, of 3, 7, and 14, the average number is 8.

c.Backlog – the number of requests or administrative appeals that are pending at an agency at the end of the fiscal year that are beyond the statutory time period for a response.

d.Component– for agencies that process requests on a decentralized basis, a “component” is an entity, also sometimes referred to as an Office,Division,Bureau, Center, or Directorate, within the agency that processes FOIA requests. The FOIA now requires that agencies include in their Annual FOIA Report data for both the agency overall and for each principal component of the agency.

e.Consultation–the procedure whereby the agency responding to a FOIA request first forwards a record to another agency for its review because that other agency has an interest in the document. Once the agency in receipt of the consultation finishes its review of the record, it responds back to the agency that forwarded it. That agency, in turn, will then respond to the FOIA requester.

f.Exemption 3 Statute– a federal statute that exempts information from disclosure and which the agency relies on to withhold information undersubsection (b)(3) of the FOIA.

g.FOIA Request–a FOIA request is generally a request to a federal agency for access to records concerning another person (i.e., a “third-party” request), or concerning an organization, or a particular topic of interest. FOIA requestsalso includerequests made by requesters seeking records concerning themselves (i.e., “first-party” requests) when those requesters are not subject to the Privacy Act, such as non-U.S. citizens. Moreover, because all first-party requesters should be afforded the benefit of both the access provisions of the FOIA as well as those of the Privacy Act, FOIA requests also include any first-party requests where an agency determines that it must search beyond its Privacy Act “systems of records” or where a Privacy Act exemption applies, and the agency looks to FOIA to afford the greatest possible access. All requests which require the agency to utilize the FOIA in responding to the requester are included in this Report.

Additionally, a FOIA request includes records referred to the agency for processing and direct response to the requester. It does not, however, include records for which the agency has received a consultation from another agency. (Consultations are reported separately in Section XII of this Report.)

h.Full Grant– an agency decision to disclose all records in full in response to a FOIA request.

i.Full Denial–an agency decision not to release any records in response to a FOIA request because the records are exempt in their entireties under one or more of the FOIA exemptions, or because of a procedural reason, such as when no records could be located.

j.Median Number– the middle, not average, number. For example, of 3, 7, and 14, the median number is 7.

k.Multi-Track Processing– a system in which simple requests requiring relatively minimal review are placed in one processing track and more voluminous and complex requests are placed in one or more other tracks. Requests granted expedited processing are placed in yet another track. Requests in each track are processed on a first in/first out basis.

i.Expedited Processing– an agency will process a FOIA request on an expedited basis when a requester satisfies the requirements for expedited processing as set forth in the statute and in agency regulations.

ii. Simple Request– a FOIA request that an agency using multi-track processing places in its fastest (non-expedited) track based on the low volume and/or simplicity of the records requested.

iii.Complex Request– a FOIA request that an agency using multi-track processing places in a slower track based on the high volume and/or complexity of the records requested.

l.Partial Grant/Partial Denial– in response to a FOIA request, an agency decision to disclose portions of the records and to withhold other portions that are exempt under the FOIA, or to otherwise deny a portion of the request for a procedural reason.

m.Pending Request or Pending Administrative Appeal–a request or administrative appeal for which an agency has not taken final action in all respects.

n.Perfected Request– a request for records which reasonably describes such records and is made in accordance with published rules stating the time, place, fees (if any) and procedures to be followed.

o.Processed Request or Processed AdministrativeAppeal– a request or administrative appeal for which an agency has taken final action in all respects.

p.Range in Number of Days– the lowest and highest number of days to process requests or administrative appeals.

q.Time Limits– the time period in the statute for an agency to respond to a FOIA request (ordinarily twenty working days from receipt of a perfected FOIA request).

3.Include the following concise descriptions of the nine FOIA exemptions:

c.Exemption 3: information that is prohibited from disclosure by another federal law

d.Exemption 4: trade secrets and other confidential business information

e. Exemption 5:inter-agency or intra-agency communications that are protected by legal privileges

f.Exemption 6: information involving matters of personal privacy

g.Exemption 7:records or information compiled for law enforcement purposes, to the extent that the production of those records (A) could reasonably be expected to interfere with enforcement proceedings, (B) would deprive a person of a right to a fair trial or an impartial adjudication, (C) could reasonably be expected to constitute an unwarranted invasion of personal privacy, (D) could reasonably be expected to disclose the identity of a confidential source, (E) would disclose techniques and procedures for law enforcement investigations or prosecutions, or would disclose guidelines for law enforcement investigations or prosecutions, or (F) could reasonably be expected to endanger the life or physical safety of any individual

h.Exemption 8: information relating to the supervision of financial institutions

i.Exemption 9:geological information on wells

IV.Exemption 3 Statutes

A.Exemption 3 Statutes Relied upon to Withhold Information

1.List all Exemption 3 statutes relied upon to withhold information and the number of times they were relied upon. For each request, report all statutes relied upon; however, count each statute only once per request.

2.Provide a brief description of the types of information withheld under each statute.

3.Indicate whether a court has upheld the use of the statute by providing a citation to a court decision.

Statute

Type of Information Withheld

Case Citation

Number of Times Relied upon per Component

Total Number of Times Relied upon by Agency

42 USC 290dd-3

Drug treatment

None

CSOSA

2

V.FOIA Requests

For charts in Section V, include all “purported” FOIA requests, both perfected and non-perfected. Non-perfected requests are further reflected in various columns in Chart V, B (1) below.

A.Received, Processed and Pending FOIA Requests

1.Provide the numbers of received, processed, and pending requests as described in Columns 1 through 4.

2.The number in Column 1 must match the number of “Requests Pending as of End of Fiscal Year” from last year’s Annual FOIA Report.

3.The sum of Columns 1 and 2 minus the number in Column 3 must equal the number in Column 4.

Column 1

Column 2

Column 3

Column 4

Number of Requests Pending as of Start of Fiscal Year

Number of Requests Received in Fiscal Year

Number of Requests Processed in Fiscal Year

Number of Requests Pending as of End of Fiscal Year

CSOSA

38

654

624

68

AGENCY OVERALL

38

654

624

68

PAGE 1

PAGE 34

B. (1)Disposition of FOIA Requests – All Processed Requests

1.Provide the number of request dispositions as described in the columns below. Select only one column to report each request.

2.Report a request in one of the nine “Full Denial Based on Reasons Other than Exemptions”columns onlyif the request cannot be counted in one of the first three columns.

Number of Full Grants

Number of Partial Grants/ Partial Denials

Number of Full Denials Based on Exemptions

Number of Full Denials Based on Reasons Other than Exemptions

No Records

All Records Referred to Another Component or Agency

Request Withdrawn

Fee-Related Reason

Records not Reasonably Described

Improper FOIA Request for Other Reason

Not Agency Record

Duplicate Request

Other

*Explain in chart below

TOTAL

CSOSA

18

556

0

0

0

50

0

0

0

0

0

0

624

AGENCY OVERALL

18

556

0

0

0

50

0

0

0

0

0

0

624

3.The numbers in the “Total” Column on the right must match the numbers in Section V, A, Column 3 (“Number of Requests Processed in Fiscal Year”).

1.If you utilized the “Other” columnin Section V, B (1), provide below descriptions of the “other” reasonsfor full denialsand the number of times each reason was relied upon.(The numbers in the “Total” column must match the numbers in the “Other” column from Section V, B (1).)

Component

Description of “Other”Reasons for Denials from Chart B (1)& Number of Times ThoseReasons Were Relied upon

TOTAL

CSOSA

Description #

Description #

0

Description #

Description #

B. (3)Disposition of FOIA Requests – Number of Times Exemptions Applied

1.For each request, report all exemptions applied; however, count each exemption only once per request.Example: Given a request in which Exemption 2 applies to one portion of the request, Exemption 5 applies to three portions of the request, and Exemption 6 applies to eight portions of the request, count Exemptions 2, 5, and 6 once each. Do not count Exemption 5 three times and Exemption 6 eight times.

Ex.1

Ex.2

Ex. 3

Ex.4

Ex. 5

Ex. 6

Ex. 7(A)

Ex. 7(B)

Ex. 7(C)

Ex. 7(D)

Ex. 7(E)

Ex. 7(F)

Ex.8

Ex.9

CSOSA

0

10

2

1

18

560

3

0

560

2

16

169

0

0

AGENCY OVERALL

0

10

2

1

18

560

3

0

560

2

16

169

0

0

VI.ADMINISTRATIVEAppeals of Initial DETERMINATIONS of FOIARequests

If more than one component in the agency adjudicates administrative appeals, provide information for eachappellate component, as well as for the agency overall.

A.Received, Processed and Pending Administrative Appeals

1.Provide the number of administrative appeals received, processed, and pending as described in Columns 1 through 4.

2.The sum of Columns 1 and 2 minus the number in Column 3 must equal the number in Column 4.

Column 1

Column 2

Column 3

Column 4

3.Starting with Fiscal Year 2009, the number in Column 1 must match the number of “Appeals Pending as of End of Fiscal Year” from the previous year’s Annual FOIA Report.

Number of Appeals Pending as of Start of Fiscal Year

Number of Appeals Received in Fiscal Year

Number of Appeals Processed in Fiscal Year

Number of Appeals Pending as of End of Fiscal Year

0

1

1

0

Disposition of Administrative Appeals – All Processed Appeals

1.Provide the number of administrative appeal adjudications as described in the columns below. (The number in the “Total” column must match the number in Section VI, A, Column 3(“Number of Appeals Processed in Fiscal Year”).

a.In the “Number of Appeals Closed for Other Reasons” column,report the number of appeals which neither affirmednor reversed/remanded (either entirely or partially) the FOIA request determination, but rather those which the agency closed for other reasons, (e.g., the request was in litigation, the appeal was a duplicate appeal, the appeal was premature, etc.)

Number Affirmed on Appeal

Number Partially Affirmed & Partially Reversed/Remanded on Appeal

Number Completely Reversed/Remanded on Appeal

Number of Appeals Closed for Other Reasons

TOTAL

0

1

0

0

1

C. (1)Reasons for Denial on Appeal – Number of Times Exemptions Applied

Note: If an administrative appeal results in the denial of information based on exemptionsand also based ona reason or reasons presented in ChartsC (2) and C (3) below, report that appeal in all applicable charts.

1.For each administrative appeal, report all exemptions applied; however, count each exemption only once per appeal.

Ex.1

Ex.2

Ex. 3

Ex. 4

Ex. 5

Ex. 6

Ex. 7(A)

Ex. 7(B)

Ex. 7(C)

Ex. 7(D)

Ex. 7(E)

Ex. 7(F)

Ex.8

Ex.9

0

0

0

0

0

1

0

0

1

0

0

0

0

0

C. (2) Reasons for Denialon Appeal – Reasons Other than Exemptions

1.Provide the number of administrativeappeals resulting in denialfor reasonsother than exemptions, as described in the eleven columns below.

Description of “Other” Reasons for Denialon Appeal from Chart C (2)& Number of Times Those Reasons Were Relied upon

TOTAL

Description #

Description #

0

1.If you utilized the “Other” column in Section VI, C (2), provide below descriptions of the “other” reasons and the number of times each reason was relied upon. (The numbers in the “Total” column must match the numbers in the “Other” column from Section VI, C (2).)

C. (4)Response Time for Administrative Appeals

1.Provide the median, average, and range in number of days to respond to administrative appeals.

Median Number of Days

Average Number of Days

Lowest Number of Days

Highest Number of Days

12

15

19

C. (5)Ten Oldest Pending Administrative Appeals

1.Provide the dates of receipt of the ten oldest pending administrative appeals, and the number of days pending.

Date of Receipt of Ten Oldest Appeals

Date

N/A

Number of Days Pending

#

10th Oldest Appeal

9th

8th

7th

6th

5th

4th

3rd

2nd

Oldest Appeal

VII.FOIA REQUESTS: RESPONSE TIME FOR PROCESSED and Pending Requests

For charts in Section VII, include response times for only perfected requests. Begin counting days from the date of receipt of the perfected request.

If using a multi-track processing system, report response times separately for each track, (as exemplified in the charts in this Section). If not using a multi-track processing system, at a minimum, report separately requests which have been granted expedited processing.

Note: Chart A must reflect the response times for allprocessed perfected requests. Chart B is a sub-set of Chart A and must reflect the response times only for those perfected requests in which information was granted, either in full or in part.

Processed Requests – Response Time for All Processed Perfected Requests

1.Provide the median, average and range in numberof days to process all perfectedrequests.

Simple

Complex

Expedited processing

Median Number of Days

Average Number of Days

Lowest Number of Days

Highest Number of Days

Median Number of Days

Average Number of Days

Lowest Number of Days

Highest Number of Days

Median Number of Days

Average Number of Days

Lowest Number of Days

Highest Number of Days

CSOSA

Agency tracking system did not capture new reporting requirements. System will be upgraded to capture this information for future Annual Reports.

18

53

0

0

0

0

AGENCY OVERALL

18

53

0

Processed Requests – Response Time for Perfected Requests in Which Information Was Granted

1.Provide the median, average and range in numberof days to process all perfected requests in which information was granted. (“Granted” refers to full grants and partial grants.)

Simple

Complex

Expedited PROCESSING

Median Number of Days

Average Number of Days

Lowest Number of Days

Highest Number of Days

Median Number of Days

Average Number of Days

Lowest Number of Days

Highest Number of Days

Median Number of Days

Average Number of Days

Lowest Number of Days

Highest Number of Days

CSOSA

Agency tracking system did not capture new reporting requirements. System will be upgraded to capture this information for future Annual Reports.

AGENCY OVERALL

C.Processed Requests – Response Time in Day Increments

1.Provide the number of perfected requestsprocessed in each of the thirteen designated time increments(i.e., report the number of requests processed within 20 days in the first column, the number processed within 21-40 days in the second column, etc.)

a.If using a multi-track system, create separate charts as presented below to report the information for each track. If not using a multi-track system, at a minimum create a separate chart for requests which have been granted expedited processing.

b.Insert the sum of the thirteen columns in the “Total” column to reflect the total number of requests processed for each of the tracks.

Simple Requests

1-20 Days

21-40 Days

41-60 Days

61-80 Days

81-100 Days

101-120 Days

121-140 Days

141-160 Days

161-180 Days

181-200 Days

201-300 Days

301-400 Days

401+ Days

TOTAL

CSOSA

Agency tracking system did not capture new reporting requirements. System will be upgraded to capture this information for future Annual Reports.

AGENCY OVERALL

Complex Requests

1-20 Days

21-40 Days

41-60 Days

61-80 Days

81-100 Days

101-120 Days

121-140 Days

141-160 Days

161-180 Days

181-200 Days

201-300 Days

301-400 Days

401+ Days

TOTAL

CSOSA

Agency tracking system did not capture new reporting requirements. System will be upgraded to capture this information for future Annual Reports.

AGENCY OVERALL

Requests GrantedExpedited Processing

1-20 Days

21-40 Days

41-60 Days

61-80 Days

81-100 Days

101-120 Days

121-140 Days

141-160 Days

161-180 Days

181-200 Days

201-300 Days

301-400 Days

401+ Days

TOTAL

CSOSA

N/A

AGENCY OVERALL

N/A

D.Pending Requests – All Pending Perfected Requests

Simple

Complex

Expedited PROCESSING

Number Pending

Median Number of Days

Average Number of Days

Number Pending

Median Number of Days

Average Number of Days

Number Pending

Median Number of Days

Average Number of Days

CSOSA

68

AGENCY

Agency tracking system did not capture new reporting requirements. System will be upgraded to capture this information for future Annual Reports.

OVERALL

68

1. Provide the number of perfected requests pending as of the end of the fiscal year, and the median and average number of days those requests had been pending. If an agency is unable to determine whether all of its pending requests are perfected, the agency must include all pendingrequests and include a footnote that it has done so.

Agency Overall

10th Oldest Request and Number of Days Pending

9th

8th

7th

6th

5th

4th

3rd

2nd

Oldest Request and Number of Days Pending

Date

Number of Days

10th Oldest Request and Number of Days Pending

9th

8th

7th

6th

5th

4th

3rd

2nd

Oldest Request and Number of Days Pending

CSOSA

Date

Number of Days

10/8/08

62

10/8/08

62

10/1/08

62

9/26/08

65

9/26/08

65

9/26/08

65

9/26/08

65

9/12/08

75

9/12/08

75

Pending Requests – Ten Oldest Pending Perfected Requests

1. Provide the dates of receipt of the ten oldest perfected requests pending as of the end of the fiscal year, and the number of days those requests had been pending.

VIII.REQUESTS FOR EXPEDITED PROCESSING AND REQUESTS FOR FEE WAIVER

Section VIII now reflects new mandatory reporting requirements and is no longer an optional Section.

Provide information for adjudicatedrequests for expedited processing oradjudicated requests fora fee waiver, i.e., requests for expedited processing or requests for a fee waiver which were granted or denied. Do not include requests for expedited processing or requests for a fee waiver which became moot for various reasons and, as a result, were neither granted nor denied.